SI Tip of the Day x 2 -- 1: Using a shared supplemental reference list -- 2: Update to SI 4.4!

This tip applies to working in an office where multiple users work with SpecsIntact.

 

Avoid reinventing the wheel by benefitting from each other's efforts to increase the library of supplemental references:

 

[X:]\SISGML\Masters\UFGS <-- UFGS masters are here.

create new folder:

[X:]\SISGML\Masters\[Office]\SUPP.REF <-- move the SUPP.REF file here, and change users' SI setup options file locations to use this folder. (This folder can also be added to the SI Masters so user can also share customized specifications for topics not currently covered in the UFGS.)

(In examples above, assume X:\ is a mapped drive letter for a shared network folder. Insert firm name or other name for office master folder in place of [Office]. Because drive letter are mapped, users can still use local installation of SpecsIntact. This can help some for those who use a docked laptop at the office and undock and take it with them at other times. SyncToy is the other main piece to that puzzle that I am currently using.)

The one pitfall we found with the shared Supplemental Reference List concept was that some recent changes had been overwritten by the program - simple solution: Mark the file read-only whenever you are not editing it. Also when changes are made, saving a backup copy here: X:\SISGML\Masters\[Office]\Supplemental Ref backups.

 

Then I added this little note at the top of the SUPP.REF file to remind us all (including myself) how this plan works:

<HLS>¡ ¡ ¡ IMPORTANT ! ! !

 

To avoid loss of data in this shared file, we have developed a simple procedure that must be followed when editing this file.

 

1. Copy the SUPP.REF file into the \Supplemental Ref backups subfolder. (Double-click here if you do not already have the office master folder open).

 

2. Rename the backup file using the same date format as the others in the backup folder 4-digit year, 2-digit month, 2-digit day, using today's date.

 

3. Go back up to the previous folder.

 

4. Right-click the SUPP.REF file and temporarily uncheck the Read only checkbox.

 

5. Execute any previous revisions, and then edit the file. Be sure to turn tags on. To preserve tagging structure, it is often easiest to copy an existing reference and then edit. Revisions view can be used to mark what you are changing.

 

6. Save and close, THEN BE SURE TO CHANGE THE FILE BACK TO READ-ONLY!!!

 

Keep in mind that the dates of issue should be checked periodically. In the UMRL the Government checks their list. But in our supplemental list, NO ONE is checking to keep it up to date unless we do it.</HLS>

So far so good!

 

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Side note - Kudos to the SI Development team for getting so many updates into the new version 4.4! The greater awareness of presence of tailoring options and common selections across sections will be of great value. Sometime I would really like to be able to still have revision marks when using tailoring. Most agencies require it, so it diminishes our ability to take advantage of tailoring. Very nice job overall though, and thanks for listening to all the feedback!